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HomeMy WebLinkAboutAGENDA - 04/22/2008 - LIABILITY 1 NS/BUDGET 08-09/GIS/REDSPEED Next ORD: 3172 (3172) Next RES. 20-08 (24-08) Recess: 8 p.m. AGENDA REGULAR VILLAGE BOARD MEETING April 22,2008 7:00 p.m. 1. Call to Order 2. Pledge of Allegiance 3. Approval of Minutes of April 8, 2008 4. Mayor and Board of Trustees'Report 5. Accounts Payable Warrant: April 22, 2008 / $1,378,073.58 6. CONSENT AGENDA A) Consideration of a request from the Vital Bridges and Elk Grove Presbyterian Church (attached) to waive the Food Storage License fee for Fiscal Year 2008-2009 in the amount of$100.00 each. (It has been the past practice of the Village Board to waive these fees for governmental and not-for-profit agencies. (A report from the Assistant to the Director of Finance, recommending approval, is attached.) B) Consideration of a request from the Rotary Club of Elk Grove Village(attached) for the following: • To authorize a $15,000.00 contribution to the 2008 RotaryFest event to take place from June 11 to June 15, 2008; • To authorize the Rotary Club to host a fireworks display on Saturday, June 14; • To waive all permits, licenses and associated fees for this event in the total amount of$2,775.00; and • To waive the permit fee for use of a fire hydrant for non-firefighting purposes. (It has been the past practice for the Village Board to waive fees and provide services for this annual event. (The fees requested to be waived are the Class D Liquor License ($2,100.00), Carnival License ($500.00), Food Service License ($100.00), and Fire Hydrant Deposit and Connection($75.00). (It has been the past practice of the Village Board to approve these requests for the annual RotaryFest event. The Village provides street sweeping services for the parking lots utilized by the Rotary Club at the conclusion of the RotaryFest. Agenda for VB Meeting 04-22-08 2 (Adequate funds are budgeted and available for this purpose. (A report from the Deputy Director of Finance, recommending approval, is attached.) C) Consideration to authorize the Village Clerk to attend the International Municipal Clerks Conference in Atlanta, GA from May 17 through May 23, 2008 at an estimated cost of$2,404.00. (This is the 62nd Annual International Municipal Clerks Conference. (This requires Village Board approval, as it is over$2,000.00.) D) Consideration to award a purchase contract to Hewlett-Packard Corporation of Omaha, NE in the amount of$31,332.00 for the purchase of forty-two (42)replacement desktop personal computers and monitors. (This recommendation reflects the Village's standardization on a hardware vendor Hewlett-Packard. (Hewlett-Packard products have been proven to handle the demands of our increasingly sophisticated networks. (The number of units requested reflects the Village's Long Range Technology Plan direction to replace employee workstations every four years. - (The favorable price of these units is available to the Village by virtue of the low bid,three-year contract awarded by the State of Illinois Central Management Services. (Adequate funds are available in the 2008-2009 Fiscal Year budget. (A report from the Deputy Director of Information Technology, recommending approval, is attached.) E) Consideration to award a contract to SunGard HTE, Inc., of Lake Mary, FL for support and maintenance of our HTE software applications and custom program modifications for the period from May 1, 2008 through April 30, 2009 in the amount of$45,495.00. (The Village has used HTE software since 1990. (Software support from HTE is critical to our continuing to use them as they were intended. (Most of the requested funds ($42,375.00) will provide product support and program updates for the previously existing HTE applications used by the Village. (The increase represents a 3.1% increase over the cost we incurred to obtain support for these applications and custom modifications during fiscal year 2007-2008. (The remaining ($3,120.00)portion of the requested funds reflect the maintcnance costs associated with the Accounts Receivable application that the Finance Department purchased and implemented earlier this fiscal year. (A report from the Deputy Director of Information Technology, recommending approval, is attached.) F) Consideration to award a service contract to Peters &Associates of Oak Brook Terrace, IL for advanced technical support of the Village's computer networks for the period of May 1, 2008 through April 30, 2009 in an amount not to exceed$62,400.00. Agenda for VB Meeting 04-22-08 3 (The requested amount would provide an average of one day per week of network' support during fiscal year 2009, at an hourly rate of$150.00 per hour. (The role of this consultant is to assist in supporting our Microsoft Server, Active Directory, and exchange environments, training our new in-house Network Engineer, and assist with accomplishing our Long Range Technology Plan initiatives. (Peters &Associates personnel provided high-quality implementation and support services in the Village's recent migration to Microsoft. (As in the past, the requested support would only be used and billed on an as- needed basis. (The Finance Department's 2009 budget contains funding to cover this necessary professional service expense. (A report from the Director of Finance,recommending approval, is attached.) G) Consideration to award a service contract to Just Networks, Inc. of Schaumburg, IL for advanced technical support of the Village's networks and computer environment for the period of May 1, 2008 through April 30, 2009 in the amount not to exceed $99,840.00. (Just Networks, Inc. has provided high-quality implementation, maintenance, and support services for the Village's local and wide area networks since their inception in 1993. (Our primary support contact has strong technical knowledge and understanding of the Village's specific needs. (The requested amount would provide an average of two days per week of network support during Fiscal Year 2008-2009, at an hourly rate of$128.00 per hour. (As in the past, the requested network support hours will only be used and billed on an as-needed basis. (A report from the Deputy Director of Information Technology, recommending approval, is attached.) H) Consideration to award a contract to TLC Group, Ltd. of Clarendon Hills, IL to furnish and install plant materials in the residential landscape beds in the amount of $66,995.35. (The Village received eight (8) bids to furnish and install plant materials in the residential landscape beds. TLC Group, Ltd. was determined to be the most responsive and responsible bidder. (TLC Group, Ltd. has completed work for numerous municipalities including Downers Grove, Elmhurst, Hinsdale, Lisle, and Lombard. The references all spoke highly of past performance on municipal projects. (Adequate funds are available for this contract in the Residential Enhancement Budget. (Reports from the Deputy Director of Public Works and Director of Finance, recommending approval, are attached.) I) Consideration to renew a service contract with Amber Mechanical Contractors, Inc. of Alsip, IL for the complete maintenance of all heating, ventilating and air conditioning Agenda for VB Meeting 04-22-08 4 equipment (HVAC) for ten (10) Village-owned buildings in an amount not to exceed $70,296.00. (This contract will fulfill the second and final year of their 2007 bid. (This renewed contract for the period of May 1, 2008 through April 30, 2009 reflects an increase of 3%over the first year's contract rate. (The Village has had a very favorable business relationship with this firm. (A report from the Director of Public Works, recommending approval, is attached.) J) Consideration to award a professional service contract to Ascher Brothers Company, Inc. of Chicago, IL as the lowest responsive and responsible bidder for painting in the Administrative and Public Safety Complex in an amount of$176,000.00. (MTI solicited and received 10 pre-qualification bid packages for trade bidders. (The Village received three(3) bid proposals for Phase V work. (The lowest trade bidders were subsequently interviewed to verify that the scope of work included in their bid proposal was in compliance with the plans, specifications, and contract documents. (This contract came in at $114,000.00, or 39.3% below the project estimate for this item. (A report from the Chief of Police,recommending approval, is attached.) K) Consideration to award professional service contracts to the following organizations: • Schindler Elevator Company of Elmhurst, IL as the lowest responsive and responsible bidder for elevator systems for the Administrative and Public Safety Complex in an amount of$170,720.00; and • Elliot Construction Corporation of Chicago, IL as the lowest responsive and responsible bidder for site concrete work for the Administrative and Public Safety Complex in an amount of$312,434.00. (MTI solicited and received 10 pre-qualification bid packages for trade bidders. (The Village received six (6)bid proposals for Phase VI work. (The lowest trade bidders were subsequently interviewed to verify that the scope of work included in their bid proposal was in compliance with the plans, specifications, and contract documents. (In all, a total of $483,154.00 is being recommended for contract award. This total is $71,836.00, or 12.9%below the project estimate for these two items. (A report from the Chief of Police,recommending approval, is attached.) L) Consideration to award a purchase contract to Prairie International Trucks of Springfield, IL off the State of Illinois Joint State Purchasing Program for one (1) 2.5- ton dump truck in the amount of$121,493.00. Agenda for VB Meeting 04-22-08 5 (The Fiscal Year 2007-2008 Budget included $115,000.00 for the replacement of this truck. (The Federal government mandated changes in regards to emission requirements on diesel engines manufactured after January 1, 2007 and steel prices have escalated dramatically since the budget was approved. A total of $6,493.00 is available to be transferred in the appropriate account upon approval. (This purchase replaces a 1986 2.5 ton Ford dump truck. (A report from the Director of Public Works, recommending approval, is attached.) M) Consideration to award a purchase contract to Currie Motors of Frankfort, IL for the purchase of eight(9) Ford Crown Victoria Police Interceptor Vehicles off the Suburban Joint Purchasing Contract at a cost not to exceed$256,967.00. (The Northwest Municipal Conference has awarded a low bid contract to Currie Motors for the purchase of Ford Crown Victoria Police Interceptor Vehicles. (Adequate funds are available for the purchase of these vehicles in the Fiscal Year 2008-2009 Budget. (A report from the Chief of Police, recommending approval, is attached.) N) Consideration to award a purchase contract to Pierce Manufacturing of Appleton, WI for the purchase of one (1) Pierce Quantum Pumper in accordance with the Northwest Municipal Conference's Joint Purchasing Program in an amount not to exceed $575,000.00. (The Village Board has previously purchased five (5) other units from Pierce Manufacturing through the Northwest Municipal Conference's Joint Purchasing Program since 1999. (Pierce Manufacturing has offered a deduction of $16,007.00, from the total contract, if the Village chooses to prepay 100% of the order. The prepayment option is equivalent to a 2.7% savings. (This purchase replaces the 1983 aerial ladder truck. (A report from the Fire Chief, recommending approval, is attached.) O) Consideration of the following: • To award a professional service contract to Gallagher-Bassett for the administration of the Village's self-insured liability plan in an amount not to exceed $71,474.00; and • To approve the Liability Insurance Premiums for Fiscal Year 2008-2009, submitted by Arthur J. Gallagher at a premium level as determined for the following coverages: Agenda for VB Meeting 04-22-08 6 Workers' Compensation $43,795.00 General Liability Package $219,010.00 Liability Auto Damage Building/Contents EMT/Paramedic Liability Public Officials Police Professional Brokerage Service Fee $90,846.00 Self-insured Retention $35,243.00 Boiler&Machinery $13,296.00 Federal Flood Coverage $12,522.00 Excess Liability(HELP) $73,046.00 Community Nurse/Clinics $5,716.00 Fiduciary Liability/Pensions $7,818.00 Underground Storage Tanks $6,116.00 Crime, Money& Security $5,118.00 Total $584,000.00 (The contract with Gallagher-Bassett fluctuates based on the amount of claims over a three-year period. (This year's total premium renewal represents a decrease of $40,060.00 (4.9%) from the current year. (Adequate funds are budgeted and available for this purpose. (A report from the Director of Finance, recommending approval, is attached.) P) Consideration to adopt Resolution No. 20-08 (attached) determining the appropriateness for Class 6B status pursuant to the Cook County Real Property Classification Ordinance as amended February 15, 2006 for certain real estate located at 680 Fargo Avenue. (Rebechini Studios plans to purchase and renovate the building at 680 Fargo Avenue. (Rebechini Studios is seeking a Class 6B status with special circumstances because the building has been vacant for less than two years. (Rebechini Studios has been in the Village since 1984 and are now expanding to meet their growing needs. (The new facility is in need of improvements and Rebechini Studios' total investment into purchasing and renovating the new property is estimated at approximately$2,000,000.00. (This project is expecting to create an additional 14 full-time positions. Agenda for VB Meeting 04-22-08 7 (Eligibility requirements for 6B status are new construction, substantial renovation or purchase of buildings that have been vacant for a period of time. This qualifies, as the building will undergo substantial renovations and, although vacant for approximately one year, has met the requirements for 6B classification under Special Circumstances. (The 6B property tax incentive allows a property tax assessment reduction from 36%to 16%of fair market value for a twelve-year period. (A report from the Economic Development Coordinator, recommending approval, is attached.) Q) Consideration to adopt Resolution No. 21-08 (attached) authorizing the Village Board to adopt the following Budgets for Fiscal Year 2008-2009: General $41,261,037.00 Emergency Management $113,439.00 Motor Fuel Tax $1,287,592.00 Municipal Purpose - Recycling/Municipal Waste $886,950.00 Asset Seizure $88,035.00 Industrial/Commercial $7,422,836.00 Foreign Fire Insurance $222,700.00 Cable Television $481,931.00 Legal Defense $1,000,000.00 Capital Projects $1,217,000.00 Grove Mall Redevelopment- TIF $332,000.00 Devon/Rohlwing Redevelopment- TIF $670,000.00 Residential Enhancement $340,000.00 Capital Projects Debt Fund $3,596,435.00 Water& Sewer $14,092,512.00 Capital Replacement $905,000.00 Firefighters Pension Fund $3,913,200.00 Police Pension Fund $2,255,000.00 Total $80,28.5,667.00 (The Fiscal Year 2008-2009 Budget is $17,479,001.00, or 17.88%, less than the Fiscal Year 2007-2008 Budget. (1'he above amounts include wage and salary adjustments for Fiscal Year 2008- 2009. R) Consideration to adopt Resolution No. 22-08 (attached) authorizing the Mayor and Village Clerk to execute a first amendment to the agreement between RedSpeed Illinois, LLC and the Village of Elk Grove Village.adopted by Resolution No. 50-07 for a traffic law enforcement system. (This amendment identifies the first location for the installation and operation of an automated traffic law enforcement system.) Agenda for VB Meeting 04-22-08 8 S) Consideration to adopt Resolution No. 23-08 (attached) approving an agreement between the Village of Elk Grove Village and Cook County for access to Geographic Information System(GIS). (On April 8, 2008, the Village Board authorized the Mayor and Village Clerk to execute a membership agreement between the Geographic Information System Consortium(GISC) and Elk Grove Village. (In order to obtain data sharing from Cook County, the Village Board must pass this resolution. (It is the responsibility of each GIS Consortium community to complete this task. (By completing this requirement, the Village will be able to receive GIS data from Cook County that will help with the development of the Village's GIS.) 7. REGULAR AGENDA BOARDS AND COMMISSIONS 8. CAPITAL IMPROVEMENTS COMMITTEE - Trustee Petri a. Lighting of Rohlwing Road from Biesterfield Road to Devon Avenue b. Water Meter Replacement Program 9. JUDICIARY,PLANNING AND ZONING COMMITTEE -Trustee Lissner 10. PERSONNEL COMMITTEE -Trustee Feichter 11. RECYCLING& WASTE COMMITTEE - Trustee Franke 12. INFORMATION COMMITTEE- Trustee Prochno a. Providing Information to Community b. Committee for Smoke-Free Elk Grove 13. INDUSTRIAL/COMMERCIAL REVITALIZATION COMMISSION—Trustees Lissner/Petri a. Higgins/Oakton Landscaping b. Improvements to Street Signs c. Lively Blvd. —Touhy to Devon d. Devon& Arlington Heights Intersection Improvements e. Landmeier&Arlington Heights Intersection Improvements f. Oakton&Arlington Heights Intersection Improvements g. Master Plan to Revitalize the Business Park 14. YOUTH COMMITTEE - Trustee Prochno 15. PARADE COMMITTEE-Trustee Czarnik 16. PLAN COMMISSION- Village Manager Rummel Agenda for VB Meeting 04-22-08 9 17. ZONING BOARD OF APPEALS -Village Manager Rummel a. ZBA Docket 08-4 Variation request which would permit the replacement of an existing fence extending approximately thirty-three feet, six inches (33' 6") beyond a line extended from the nearest front comer of the principle building located on the adjacent single-family lot on property located at 1062 Florida Lane, Elk Grove Village, IL (PH 05-01-08) 18. REPORTS OF OTHER BOARDS COMMISSIONS & COMMITTEES a. Cable Television Committee-Trustees Petri/Lissner b. Health& Community Services Board- Trustee Czarnik c. Liquor Commission-Mayor Johnson d. Special Events Committee-Mayor Johnson e. O'Hare Update - Mayor Johnson f. Bike Race Update—Mayor Johnson g. Administration/Public Safety Complex Construction—Mayor Johnson 19. REPORT FROM VILLAGE CLERK 20. UNFINISHED BUSINESS VILLAGE BOARD None. VILLAGE ATTORNEY None. 21. REPORT FROM VILLAGE MANAGER 22. NEW BUSINESS 23. ADJOURNMENT In compliance with the Americans with Disabilities Act and other applicable Federal and State laws, the meeting will be accessible to individuals with disabilities. Persons requiring auxiliary aids and/or services should contact the Village Clerk,preferably no later than five days before the meeting. c: Johnson(2), Czarnik, Feichter, Franke, Lissner,Petri,Prochno, Rummel,Roan, Boffice, Cavallini, Cech, Knickerbocker, Miller, Schmidt, Tromp,Jacobsen, Walsh(7)